Office Administrator

Canary Wharf Group; London; On-site; GBP 37,000 - 42,000; Full time

Job description

Department: BP4

Company: Canary Wharf Management Limited

Reporting to: Administration & Operations Manager

Job Summary
To provide secretarial and administrative support to the Building Management Teams across 25/30 Churchill Place, 15 Water Street & 20 Water Street.
Salary range: £37,000 - £42,000
Closing Date: 30th April 2025

Main Responsibilities

• To have a good understanding of Yardi accounting system and raise purchase order requests for office consumables such as stationery, cleaning materials and First Aid supplies and control of its issue and usage.
• To record, monitor and track all purchase order requests, purchase orders and supplementary service invoices and to ensure that they are prepared in accordance with the agreed procedures and are correctly coded in support of the Buildings Financial Administrator.
• To liaise with the cleaning contractors to ensure the smooth running of the daily cleaning of the buildings, arrange audits for all areas across the three buildings and ensure periodic cleaning is carried out to standards expected.
• Assist the Building Operations & Administration Manager with all leasing and VIP visits, ensuring the areas are prepared and teams are aware.
• Collate all information for the production of the monthly payroll including overtime and summary forms.
• Assist the Building Service Managers with any administration filing and tasks required to assist the smooth running of the permit offices.
• Assist the Building Service Managers in organising Tenant Practice Fire Evacuations.
• To be completely familiar with the day to day running of the Centralised Helpdesk and reporting systems and pick up any helpdesk enquiries as and when necessary.
• To maintain and administer the filing system via the Buildings SharePoint Sites.
• To collate the monthly waste weight figures across all three buildings and send out monthly reports to the tenants.
• Assist the teams in any internal and external audits that take place, ensuring documentation and filing systems are up to date and correct.
• Regularly update Tenant Manuals, Tenant Fit Out Guides, Tenant Contact details and any other documentation relevant to tenant records.
• To prepare as necessary and when required any minutes arising from meetings and distribute to the relevant personnel.
• To ensure that all incidents with insurance implications are reported to the Insurance Department. To progress the insurance incident report procedures and to keep all the relevant parties fully informed of the progress.
• To arrange meetings and maintain Building Manager’s and Building Service Manager’s diaries.
• To carry out secretarial duties including typing of ad hoc reports and proof read as necessary and carry out audio/copy typing for Building Manager.
• To provide cover as and when the Financial Administrator is out of the office or on leave.
• To carry out any other duties as requested by the Building Manager, Building Services Manager and Building Operations & Administration Manager.

PERSON SPECIFICATION

• The incumbent should possess good administrative skills and have at least 2 years’ experience in working in a property environment.
• The incumbent should have strong experience and background in an accounting environment.
• Computer literacy is essential; knowledge of Microsoft Word, Excel and Outlook is essential.
• The incumbent must be able to use their initiative, communicate at all levels and deal with problem situations.
• The incumbent must have strong interpersonal skills and be polite and courteous to all tenant visitors and contractors.
• The incumbent must be well presented and have a flexible and organised approach to work and be able to manage a heavy workload.
• The incumbent must be a team player who is hardworking and able to work under pressure.
• The incumbent must have an appreciation of the importance of customer service and how this is applied in the context of Canary Wharf.

Health Safety And Welfare Responsibilities

All staff are required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect. Further details regarding Health & Safety responsibilities are set out in the Health & Safety Policy in the Administrative Rules and Procedures, and the Health, Safety & Welfare Manual.

Environmental, Social & Governance (esg) Responsibilities

Recognising the centrality of ESG principles within our organisation, we have developed a comprehensive ESG Strategy. It is imperative that all staff members understand and adopt this strategy into their respective roles. This includes adhering to environmental regulations, minimising waste, supporting nature within our urban environment, and facilitating positive change for those in need within our community and utilising our volunteering.

Quality Management Responsibilities

In line with the latest ISO 9001 requirements and our dedication to quality management, all staff are mandated to comply with system requirements as detailed within the Company Quality Manual & Policies. Additionally, it's vital to ensure the effective implementation of all Procedures, Plans, and Forms within our Electronic Document Management Systems (EDMS) to meet the ISO 9001: Quality Management Standard.

Company ValuesCommit to Excellence

• Act with integrity and deliver high performance.
• Put our customers at the heart of what we do.
• Resolve issues by providing high quality solutions.

Foster Collaboration

• Find opportunities to collaborate with others across the business to achieve shared goals.
• Encourage inclusive networks and treat others with respect and fairness.
• Use knowledge to work effectively with suppliers / contractors to meet shared goals.

Encourage Engagement

• Confident in making decisions appropriate to the role.
• Learn from mistakes and listen to constructive feedback to improve performance.
• Prioritise safety and actively support community, wellbeing and sustainability programmes.

Take Ownership

• Take pride in delivering high quality service which exceeds expectations.
• Committed to opportunities for self-development.
• Take responsibility for my own performance and look for ways to improve.

Embrace Innovation

• Embrace change and innovation.
• Proactively suggest ways to improve our business and encourage others to share ideas.
• See new challenges as opportunities to deliver effective change.

What We OfferDiversity and Inclusion

We recognise the importance of embracing diverse experience, skills and perspectives at all levels and operating in an inclusive working environment, in order for everyone to reach their full potential. We also recognise that it makes business sense, since being an inclusive employer leads to better business performance and higher levels of employee engagement and satisfaction. We welcome applicants with diverse backgrounds, perspectives and skills and are committed to fostering a culture whereby everyone can reach their full potential.

Flexible Working

As an inclusive employer, we recognise the positive impact flexible working can have on an individual, their wellbeing, engagement and productivity. Therefore, we are open to consider flexible working arrangements, both temporary or permanent.

Learning and Development

At Canary Wharf Group, our employees receive a wide range of support to help improve their skills and achieve their career goals. We offer development opportunities through classroom and e-learning training, mentoring, cross department experience and on the job learning. We heavily invest in our staff attaining accreditations to develop existing and new skills, support chartered status, sponsorships and provide further educational opportunities which are job and business related. We never stand still and continually invest in developing skills and knowledge to ensure individual and company growth.

Other Benefits

We are committed to building a safe, happy and healthy community for our employees and we offer a comprehensive range of benefits, all designed with our employees and their wellbeing in mind. From generous pension and insurance plans, to health benefits, subsidised gym membership, store discounts and family leave, our benefits package allows our employees to choose the benefits that suit them and their individual needs.

If you are interested in joining our highly professional and skilled team for our next exciting phase of development, please complete the form on this page to apply online.

Early applications are encouraged as we reserve the right to appoint at any point.